Learning to Say NO

no yes 150x150 Learning to Say NOAfter being a work-at-home entrepreneur for over 2 years, I can say that the toughest item on this list for me, personally, is learning to say no to potential clients or customers. It’s a scary thought isn’t it?  Saying no to new business.

When you work for yourself – especially in the early days – you’re not always sure where that next pay cheque is coming from. Even when the customer roster is full this month, you can’t be positive the same will be true next month or the month after, this creates the habit of  taking on more work than you can comfortably perform. After all, isn’t a few nights of burning the midnight oil well worth the benefit of having a little more padding in the bank account?

The problem is, working too much to stay ahead causes us stress and job burnout – and it also makes spouses and families a tad angry! So you just exchange one stress point (finances) for another (overwork and family pressure). There is a solution, although you’re not going to like it.  Set a limit and stick to it. I learned this well from a  colleague, Yvonne Weld

I know, I know, this is easier said than done – trust me I have been working hard to achieve the balance with my Virtual Assistant business. But I can honestly say that I’ve never had a customer or client disappear into thin air when I told him or her they had to wait a few weeks or months to work with me. In fact, it often shows that you’re in demand and that you can pick and choose who you work with, and when. That’s a valuable trait.

How do you make your limits?

Set a plan for all types of work; decide how many products you’re going to release, how many interviews you’re going to do, how many coaching clients you’re going to work with, how many articles you’ll write, or how many hours you’re going to work per week for clients, and then stop. That’s it – no more. (Of course, keeping in mind your most valuable clients are your present ones and they deserve top notch service – but you can still maintain your boundaries with them).  All the parties must be made aware of the boundaries as well in order to be fair and for it to work.

One of the best ways to keep your work commitments at a tolerable level is to make a commitment to your family. You can start with committing to attending every hockey game, every football game, and every piano recital. You can promise dinner each evening, or read out of a chapter book every night to your children.  This will make you accountable to your own scheduled work day. You may feel a momentary pang of regret or anxiety when you tell a potential client “no” or “wait.”  I’m willing to bet it will soon fade when you realize how much less stressed you are on a day-to-day basis, and how much happier your home life is!

You are the boss of your time.  Does your family know that?  There you are sitting at your desk in your home office, available to everyone – kids, spouse, neighbors, friends – at a moments notice. You wanted to work at home so you COULD be available to your family, but you will need limits to make it work.

What kind of limits work for you?  Feel free to comment and share as this is always an area where new ideas can help everyone else out!

Technorati Tags: , ,

The Email Inbox Monster

gotmail The Email Inbox MonsterI was inspired for this blog post when talking to a friend of mine the other day.  She is starting a bookkeeping business and will be working from home.  She made a point of saying how she will have to start managing her mornings better; she has found herself having to take a computer break around 10 or 11 to have a shower and get dressed. (Yes, office folks, that is something we work at home people can do – work in pajamas or sweats if we choose)

What my friend has found happening is  she is getting lost in emails and work before she has even gotten ready to start her day.  She wakes up before the kids and hubby and goes to check her emails.  She starts acting on some of the emails and soon has to rush to get the kids off to school and then sits back down at the computer to finish what she started. When she finally looks up it is mid morning and she now needs to get showered and dressed. She also made the comment – “and it seems like I have been working all morning yet nothing was getting done”.

She’s falling into the email trap and it is so easy to do.

Time Management experts will tell you to plan out your day and schedule in time for checking emails. Your inbox can be the biggest time-suck in any workday – whether at home or in an office setting.  The best piece of advice they recommend is to NOT check your emails first thing in the morning but to attend to tasks that need completion first. Accomplish and finish one or two main tasks and then check your emails.  The best process I have seen so far is:

First, have a to-do list or schedule set for the day.  Take the time to write it out the night before – or once for the entire week with adjustments during the day and things change – then have a revolving system that goes as follows:

  1. Tackle one or two main tasks first thing.  Get them done!
  2. Then make time to check emails. Process the emails as recommended in another blog post here – DANG my Inbox Looks Great! * VIP!!! remember that you do not have to followup on each email immediately.
  3. Move onto the next items in your daily schedule and later go back to check your inbox again.

Ideally you should be able to check your emails 3-4 times per day, depending upon your type of business and how work is assigned/processed.  The main point is to have a plan around your daily tasks, larger projects and your inbox.  Letting them all run wild will result in you thinking statements as my friend did and you will find yourself being less productive, getting more and more disorganized and wasting time.

What tips do you have for keeping the inbox monster at bay??  Please share them here.

Technorati Tags: , , ,

It’s a Small World – Virtually, I mean

small Its a Small World   Virtually, I mean



I have always been one to talk and question people to find some sort of connection – You know the game of Six degrees of separation. Having moved a ton in my life with a military Dad and then a call centre Husband – I am always making connections, linking someone I meet now to someone or something in my past.


Some of my favourite stories are :

  • Seeing a girl at a park in Prince Edward Island who I was sure I skated with when living in Ontario – sure enough later that Fall she was a new member at the skating club and we continued our friendship
  • Talking with a girlfriend in high school in Nova Scotia about our past homes and discovering when we were 7 we were playmates and friends on the base in Ontario.
  • Ran into an old work colleague in the mall in PEI just after we moved into our new home. We had worked together 12 years before when I had lived there in a previous move. Turns out she was my new next door neighbour.

Anyhow, when I meet new people,  I really enjoy trying to find out if we connected through someone else we know … it’s a sad life I live sometimes!  *hehe*

So last week, when I was being interviewed for a promo piece for the OIVAC conference I am speaking at this week, I got to play the game again! Kind of.  It was a little variation but made me chuckle none the less.  Lyn Prowse-Bishop, a Virtual Assistant from Australia, was doing the interview and afterward we were chatting a bit.  One of the things she said was, “Now many years ago my husband and I were in Nova Scotia and we went to the this great bar in Halifax but we can’t remember the name. Maybe you can help because it has been driving us crazy.”

Well, my ears perked up, partly because my husband used to own a bar in downtown Halifax, and I immediately started thinking – “Oh I wonder if we met somehow” –   but, Australia is a far hike from Nova Scotia, the odds are slim.  It turned out not to be the case this time.  But I did get the name of the bar in one guess.  Lyn started to describe it (Keep in mind, our downtown and waterfront area in Halifax is pretty famous for all its pubs, bars and more; many with grand Maritime atmospheres – ie. beer and music and friendly people). This is as far as Lyn got describing it:  “Well, it was on the waterfront and… ”

I immediately jumped in (mostly because I love guessing games) “Aha! The Lower Deck!”  I was right and extremely proud of myself because I guessed a bar on the waterfront correctly – there are tons but few as memorable as the Lower Deck.  Lots of maritime music and beer as well as fun times with people from all over Atlantic Canada. We had a great laugh and the whole experience added a dimension to the connection she and I have.

When I see her online through Facebook or Twitter, I feel I have a bit more insight into Lyn and that just adds a little more depth to our virtual connection.  It really turned into another example of how working virtually, I do not find myself at all feeling home and alone with no other people contact.  I’m connected virtually to many people and it keeps me feeling very much in touch and enjoying the reach of people I can talk to.

If you work or network virtually, what pros and cons do you encounter?

Technorati Tags: , ,

Backup Time – what system do you have in place?

mad computer 150x150 Backup Time   what system do you have in place?

Don't let this be you!

I always start thinking of organizing and filing near tax time. Gotta be ready for the taxman and if you have a system in place you are probably not getting all stressed out right now.

I also have a system in place for backing up my computer files and information. Working virtually for many clients I have all sorts of information on work I do for them stored on my computer. I simply cannot afford to lose it.
Having a backup system in place means I have a copy of all those files when needed.

How often?
I back up to a portable hard drive every night, which is then disconnected from my PC after so no damage can occur to it and then there is an online one I do weekly as well. I do this nightly because some days I can enter a lot of information for clients – and I really don’t have any time to re-do or recapture the information. When I head out of my office to make supper – I plug in the hard drive and let it back up everything new. A simple process and very painless.

What is your back – up process or system? Any tricks up your sleeve with regards to backing up your computer system? Please share them here, or on our Facebook Page we are always open for new info to share on our Fanpage.

Technorati Tags: , ,

Networking… what method do you prefer?

I have been doing a lot of networking in the past few months.  As a new business owner, it’s a real good way to get the word out about your business and services, especially to the local business community.  I also do quite a bit of online networking, and I must say both have paid off.

So far I have landed one client from online networking, one through Twitter, and participated in a  very interesting “Looking to Hire a VA process” also through Twitter. Local networking has seen more understanding and interest spread about virtual assistants – and I have also landed a client through word of mouth/referrals.  [Read more...]

Technorati Tags: , , , , ,